P2P

52 P E E R T O P E E R : I L T A ' S Q U A R T E R L Y M A G A Z I N E | S P R I N G 2 0 2 2 Post-Migration Checklist Having a post-migration checklist is helpful to ensure work was undertaken as expected. Some items you can include on your post-migration checklist are: • removal of access to the old database prior to starting the migration, • email notice to users to notify them that their database is being migrated, • confirmation that users have access to the new database (security settings), and have the platform installed on their computer, • a reminder to check log files upon importing data for any errors/issues, • to confirm the number of records (native, images and text) that were imported, • confirm the correct number of tags/issue codes are present, • a reminder to set the field display, if needed on a particular database and notes regarding what it should be, • to check redacted records to ensure the redactions are present, • to recreate saved searches if needed and any other things that cannot be created through the data import, • to run indexing and any other processes needed and then conduct a few searches to ensure the search feature is working properly, • to email users to notify them that the database has been migrated and that they can access same again along with times for training. Responsibility Matrix Be sure that the migration team members are clear on who will be doing what and at what stage of the process. Have team members note when they have undertaken a particular stage. For example, if you have a team member conducting pre-migration checks ensure they are tracking which databases have undergone the check as another team member will need to undertake this task if the person was not able to complete same. This is when having a migration tracking database is helpful as you can see immediately what was and was not done. Having team members undertake assigned tasks also streamlines the process and ensures that steps are not missed. Be sure to track the number of databases migrated each week and, if you can, set a goal for your team to meet so that you can meet your target deadline. If a team member is overwhelmed with their daily tasks, then see if someone else can step in for them so that the project does not fall behind. The key is to keep the project moving along. It is also helpful to cross-train team members so they can undertake different tasks. Rotating team members to undertake different tasks/roles can also help to keep the work interesting. Motivation It is difficult to keep people motivated during a migration project due to the nature of the work. Therefore, little things can go a long way. Have a pizza lunch or go as a group for coffee to help build morale. Involve team members in planning the end of project celebration so they have something to look forward to and talk about. See if the firm will give team members half a day off or even a whole day off for all their hard work. Remember, much of the work is being done in the evening and on weekends for an extended period. Check in with team members to see how they are feeling and doing and watch for signs of burn out. Communication with your team throughout the process is key. Be sure to thank team members for their hard work and acknowledge their hard work to upper management and on their reviews. Training Training goes hand in hand with the roll out of a new software platform. It is something you can plan for and work on early in the process and particularly during the template creation stage. What information will your users need to start working right away? After all, many have deadlines they need to meet. Your users, particularly if they are lawyers, will also have a limited amount of time to spend on training. Can you limit training to a maximum of 30 or 40 minutes? If you created a template that has similarities with the old platform, be sure to show users where they can find the data/information from the old database in the new platform. Simplify the information at the start so that users are presented with only what they need to F R O M T H E L I T S U P P O R T C C T

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